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Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

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  • 1.  Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Cvent Staff
    Posted 10-19-2020 11:29
    Edited by Jodi Meier 10-19-2020 17:04
    No replies, thread closed.
    Hello Community members!

    What a year 2020 has been, right? While we have seen many hardships, our industry is looking towards the future and ready to come back stronger than ever. To do so, our event and hospitality professionals must partner together more than ever before. You may have started planning future in-person events from the event side and preparing your venue from the hospitality side, or maybe you are just beginning to discuss this within your organization. Whatever stage you may be at, we want you to be prepared to plan, host, and execute safer in-person events. Our planners will have new experiences, and our venues will have new experiences, but together we can align and bring everyone back to the experiences we love – the power of live and being together!

    On Thursday, October 29th at 11AM-12PM ET, we'll be hosting a real-time Ask the Expert here in the Community Open Forum. This Ask the Expert session will allow both event and hospitality professionals to learn best practices and get your critical questions answered from experienced planners and suppliers. Share your questions or even ideas for planning, hosting, and execute safer in-person events. . Katie Yearby, Vice President of Account Management and Enterprise Relationships at Prestige|Global Meeting Source, Andrea Timbes, CTA, CNSA, CRM Administrator at Visit Fort Worth and Colleen Beck, Director of Sales & Marketing at The Westin Tampa Bay will be in the community to address your questions and collaborate together.

    To prepare for the session, check out Cvent's Source Safely Resource Hub to see how our partners are creating safer in-person and hybrid experiences. You can also browse the blog for In-person Event Best Practices.

    Reminders on how the Ask the Expert session will work:
    Add your questions below any time before or during the Ask the Expert session. Be sure to take a look at other Community user's questions and click Recommend to those that you would also like to learn more about.

    You can expect to see answers our experts starting at 11 am ET on Thursday. Follow the thread by clicking the blue star and be ready to add follow-up questions and discuss further with other users. We'll wrap up the event at 12 pm ET, so be sure to join us.

    We look forward to reading your questions!
    #BiddingonGroupBusiness
    #Miscellaneous
    #ManagingOn-site
    #SourcingaVenue

    ------------------------------
    Jodi Meier
    Online Community Manager
    ------------------------------


  • 2.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-20-2020 15:47
    No replies, thread closed.
    Can you touch on best practices for managing a hybrid event in which the in-person costs would vastly differ from virtual attendees? How to incorporate these pricing structures into 1 registration site instead of creating two separate events.

    ------------------------------
    Chelsea Benge
    Events Software Specialist
    Leading Real Estate Companies Of The World
    ------------------------------



  • 3.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:05
    No replies, thread closed.
    I have not really have a lot of experience, but I have been attending a lot of Cvent webinars and session and I suggest you reach out and review these. They have good information.
    Andrea

    ------------------------------
    Andrea Timbes
    CRM Administrator & Lead Catcher
    Visit Fort Worth
    ------------------------------



  • 4.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Cvent Staff
    Posted 10-29-2020 11:53
    No replies, thread closed.

    Hi Chelsea, 

    This is a great question. While our experts today don't have experience with setting up fee structures for hybrid events, we have seen a couple of questions about setting up a fees structure for virtual events that might provide you some guidance.

    Charging for your event

    Virtual Events + 10x increase in registrations - How are you managing these?

    The previous Ask the Expert Series: Align with the Times – Question 17 (responses 18 & 29)

    Additionally, we can also look in to this as a topic for one of our future Huddle of the Week discussions to see if others have any guidance!



    ------------------------------
    Jodi Meier
    Online Community Manager
    ------------------------------



  • 5.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-22-2020 13:13
    No replies, thread closed.
    I think the main challenge beyond communicating with attendees about safety will be meal times.
    Boxed meals usually receive very negative feedback from attendees. How can we make the boxed meal experience a good one? 
    How do we allow attendees to network over lunch time with keeping safety in mind? Eating means not wearing masks - how to police our attendees maintaining distance? Especially as they've been craving that contact and networking with others.

    ------------------------------
    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
    ------------------------------



  • 6.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:13
    No replies, thread closed.
    Hi Beline,
    To give you a live example - the hotels are getting creative and we just recently had a meeting from our office at on of our hotel partners location.

    We had a breakfast and lunch "buffet" - the hotel had staff handing out the food items (so it's not a real box lunch) you selected. The buffet had plastic screens to protect both them and us, we made our selection and they handed us the plate/drinks.

    As these were working lunch/breakfast, we sat in the conference room (tables with limited chairs and assigned seating) and were able to network while eating. 

    I hope that will help.
    Andrea

    ------------------------------
    Andrea Timbes
    CRM Administrator & Lead Catcher
    Visit Fort Worth
    ------------------------------



  • 7.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:14
    No replies, thread closed.
    Hotels have become very creative with meals that are individually packaged.  Buffet for groups are happening as long and the lines are distanced and there are buffet attendants (wearing PPE) severing.  Our hotel has many outdoor options for meals and enough space to social distance during meals.  I recommend looking at hotels that have outdoor event space

    ------------------------------
    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
    ------------------------------



  • 8.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:22
    No replies, thread closed.
    Hi Beline,  To add to Colleen's response I agree there are many creative initiatives taking place throughout all the Brands.  I think Brands and specific hotels have spent the last few months really focusing on how they can make the F&B experience the best it can be through the COVID lense ensuring safety without sacrificing experience.    When sourcing I encourage you to ask the hotels for photos, videos and any F&B protocols they are putting into place.  



    ------------------------------
    Katie Yearby
    Prestige | Global Meeting Source
    ------------------------------



  • 9.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-22-2020 16:35
    No replies, thread closed.
    How do venues plan to deal with a potentially longer "lock-down" or an additional future lock-down... knowing what you know now? Has contract language changed at all? How are you handling cancelations/reschedules, etc. with clients?

    ------------------------------
    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
    ------------------------------



  • 10.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:22
    No replies, thread closed.

    Hello Lori,

    Great topic!  Back in April Marriott has come out with new Impossibly clauses that cover cancellations/reschedules during pandemics.  Hotels will follow CDC and State/Local guidance.

    ___________________________________________________________________________________________________________

    ------------------------------
    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
    ------------------------------



  • 11.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:23
    No replies, thread closed.

    Good morning Lori,

     

    We are working closely with our hotel partners and convention centers to make sure we have contacts to reach out to as staffing might change. As far as contract language, there will be clauses added from what I have heard from our Sales Managers, and this might delay any bookings turning definite.

     

    We are working with our clients and hotel partners to cancellations and reschedules, trying to work with everyone on finding new dates to reschedule the meeting, which might be difficult as future dates are filling up for new bookings. A lot of bookings are being scheduled for 2nd quarter of next year.

     

    Andrea



    ------------------------------
    Andrea Timbes
    CRM Administrator & Lead Catcher
    Visit Fort Worth
    ------------------------------



  • 12.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:28
    No replies, thread closed.
    Hi Lori, Great question.  Yes, absolutely we are seeing and encouraging contract language changes.  We are now including a COVID Social Distancing clause in contracts which addresses changes to local and state regulations.  I highly encourage including something to address this.  Cancellation, Rebooking and Force Majeure/Impossibility  clauses should all be reviewed and addressed further now due to our current situation.

    ------------------------------
    Katie Yearby
    Prestige | Global Meeting Source
    ------------------------------



  • 13.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-23-2020 08:04
    No replies, thread closed.
    As part of cost savings initiative, our company has always enforced a room-sharing policy at hotels. I'm just curious if and how other companies that do this are planning to adjust this logistic for future in-person events? Are planners anticipating leadership to increase their hotel budget to mitigate health and safety concerns by allowing all attendees to have single rooms? If not, are alternative solutions being considered, such as a hybrid format which would lighten sleeping room requirements?

    ------------------------------
    [Nikki] [Burn]
    [Travel Technology Administrator]
    [Maxim Healthcare Group]
    ------------------------------



  • 14.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:18
    No replies, thread closed.

    Hello Nikki,

    There are still groups that are requesting double rooms as share with.  We are mostly seeing this from government/military and sports groups.  I think this falls mostly on the company/organization planning as to what their preference is. 

     Ask your suppliers if they have any offers/promotions.  My hotel, The Westin Tampa Bay has created a promotion (on the promotions tab in Cvent) for a "creating your own bubble" event, meaning an organization can do a complete buyout of a floor and extra perks like below:

     Keep your team together and meet safely in your own bubble on an entirely private floor with sweeping water views.  Perfectly suited for groups of 28 or less, private use of the floor starts at $4,000 per night and it includes:

    • Large Hospitality Suite for your meeting or event
    • 28 guest rooms
    • Complimentary WiFi
    • Complimentary access to the WESTINworkout fitness center
    • Complimentary overnight and day parking
    • Private beach access with complimentary beach chairs and umbrellas
    • Double points for meeting planner


    ------------------------------
    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
    ------------------------------



  • 15.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-23-2020 09:24
    No replies, thread closed.
    Looking forward to a great session.

    ------------------------------
    Andrea Timbes
    CRM Administrator & Lead Catcher
    Visit Fort Worth
    ------------------------------



  • 16.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Cvent Staff
    Posted 10-23-2020 12:36
    Edited by Danielle Czark 10-23-2020 12:38
      |   view attached
    No replies, thread closed.

    Hi, all! We hope everyone is as excited as we are for this Ask the Expert session next week. As a quick note, you can download the attached file to add this as an event on your personal calendar. We don't want you to miss out on the chance to ask your questions and receive valuable responses from the experts (Hey Andrea, Colleen, and Katie 😊) in real-time. In this week's poll, the majority of you shared that hotelier and venue priorities should be around health & safety measures, so this is a perfect opportunity to discuss this further. 

    You can also stay connected by following this discussion through the blue star at the top of the post. This will notify you when additional questions and our expert responses are shared on the 29th.

    If you can't join us live, be sure to share your questions below anytime leading up to Thursday. 

    Looking forward to hearing your questions!  

    ------------------------------
    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
    ------------------------------



  • 17.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-26-2020 10:36
    No replies, thread closed.
    We are working very closely with out hotel partners (and non-hotel partners) and our clients to ensure that their meetings will be in a safe environment. We were actually able to host a large meeting in  July/August and ensured that there was 6-foot spacing between all, masks required, hand-sanitizer stations, and much more and it was well received.

    In addition, we have added great micro sites set up as part of our Visit Fort Worth website which gives a lot of information
    https://www.fortworth.com/health-and-safety/
    https://www.fortworth.com/coronavirus/masks/
    https://www.fortworth.com/coronavirus/
    https://fwtxnow.com/loan-grant-programs/

    Working on virtual sites and tools for our Sales Team and clients and hotel partners to allow a safe environment.

    Andrea



    ------------------------------
    Andrea Timbes
    CRM Administrator & Lead Catcher
    Visit Fort Worth
    ------------------------------



  • 18.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-28-2020 06:19
    No replies, thread closed.
    Whats a good way to stream a live video stream to a website?

    ------------------------------
    Coy Rushton
    Graphic Designer
    Primary Residential Mortgage
    ------------------------------



  • 19.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:44
    No replies, thread closed.
    Hi Coy,

    not sure if you are referring to live streaming during a conference, but one of the things that we here at Visit Fort Worth have done, as well as a lot of other DMO's/CVBs, is add a Virtual Site Visit section to our website - https://www.youtube.com/watch?v=zEwwoXVd2Xk - and are working on adding to that content.


    Andrea

    ------------------------------
    Andrea Timbes
    CRM Administrator & Lead Catcher
    Visit Fort Worth
    ------------------------------



  • 20.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Cvent Staff
    Posted 10-29-2020 11:47
    No replies, thread closed.

    Hi Coy,

    I also wanted to jump in here. If you were referring to supporting a virtual event, I'd recommend taking a look at our past Ask the Expert session with Cvent Product Managers on the Virtual Attendee Hub. Our team shared a ton of great insight and resources on our virtual offerings. We can also connect you with your Account Team if you have specific virtual production questions!

    Best,

    Danni



    ------------------------------
    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
    ------------------------------



  • 21.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-28-2020 17:24
    No replies, thread closed.

    Hello,

    Would love to hear thoughts regarding how to host tradeshows moving forward. Typically ballrooms are maxed out with 10x10's that share a small curtain. Do we predict less booths and larger isles? Concerned on if it is even possible with max number of people allowed in a room, how will it be enough to fit exhibitors and attendees.

    Thanks!

    Alex 

    Strategic Meetings Management Specialist 



    ------------------------------
    Alex Zimmerman
    Strategic Meetings Management Specialist
    International Physicians Network, LLC dba ION Solutions
    ------------------------------



  • 22.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 12:01
    No replies, thread closed.
    Hi Alex,
    Yes, I would assume there will be less booths and greater isle space.  There will also likely be specific flow of people down aisles and I imagine we will see more appointment based tradeshows rather than walk up.  If sourcing a new tradeshow I would encourage to source and contract additional space.

    ------------------------------
    Katie Yearby
    Prestige | Global Meeting Source
    ------------------------------



  • 23.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Cvent Staff
    Posted 10-29-2020 10:58
    No replies, thread closed.

    Hello, all! We are excited to introduce our experts from Prestige Global Meeting Source, Visit Forth Worth, and the Westin Tampa Bay. They will be available for the next hour to answer your questions on the future of safer in-person events. Click the blue Reply button to share any additional questions and thoughts. 😊

    We understand circumstances are constantly changing, and the situations many countries face today are different from even just a week or two ago (the situation has definitely changed in the U.S. even since we started planning this Ask the Expert). We hope that this discussion can help you all begin thinking out loud on how you will approach this when the time comes. We hope everyone is staying safe and healthy during these difficult times and know the Community and Cvent are here to support you and our industry together.



    ------------------------------
    Jodi Meier
    Online Community Manager
    ------------------------------



  • 24.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:12
    No replies, thread closed.
    Since Dr Fauci just said recently that social distancing and face masks are going to be required now until 2022, I'm wondering how many of you are planning in-person events in 2021. And, of those who are planning in-person events in 2021, what size events are you planning and when/where will they take place? Are you securing outdoor space as the venue?

    ------------------------------
    Taryn Crowder
    Sr Manager, Events
    Classy, Inc
    ------------------------------



  • 25.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:29
    No replies, thread closed.
    Hello Taryn, 

    Here at the Westin Tampa Bay we are receiving requests for bids for groups in 2021 for all types of events.  Events are in all sizes.  We are using social distancing set ups in our meeting space.  We are fortunate to have many outdoors/beach spaces at our hotel and this space is in high demand.

    ------------------------------
    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
    ------------------------------



  • 26.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:37
    No replies, thread closed.

    Good morning Taryn,

     

    For Visit Fort Worth, we have been receiving more meeting requests for 2021 (starting in the 2nd quarter) and some of the rescheduled events from 2020 are moving to 2021 (1st and 2nd quarter) or event further out if they are meetings that alternate locations, however the numbers are usually smaller than anticipated and we are seeing a lot of requests to add outdoor space. Some of our clients consider hybrid events due to travel restrictions and company budgets as well which is a new experience for us.

     

    Andrea



    ------------------------------
    Andrea Timbes
    CRM Administrator & Lead Catcher
    Visit Fort Worth
    ------------------------------



  • 27.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:39
    No replies, thread closed.
    Hi Taryn,
    It seems things change so quickly but we are seeing most all in person event still staying the course for 2021.  There seems to be high demand especially in Q3 and Q4.  If any have cancelled it those in Q1 at this point.    The newly contracted programs I am working on are for anywhere from 75 to 250 people.  But I also have rebooked 2020 programs to 2021 for as many as 400 and locations vary from TN, TX, GA, FL AZ.    Sourcing properties that have more outdoor space is an excellent idea as well as working with the hotels to contract additional space so as to accommodate social distancing into 2021 as well.

    ------------------------------
    Katie Yearby
    Prestige | Global Meeting Source
    ------------------------------



  • 28.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:31
    No replies, thread closed.
    Hi! 

    For those already planning and hosting in-person meetings, what are you finding to be the most challenges in terms of planning changes, additional needs, attendee feedback? Are attendees nervous about traveling and meeting or ready to come back?

    Thanks in advance. 



    ------------------------------
    Judy Smadu
    Director Global Accounts
    Helmsbriscoe
    ------------------------------



  • 29.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:50
    No replies, thread closed.
    Hi Judy,
    We are seeing people everywhere on the spectrum of not wanting to attend at all to ready to jump on a plane tomorrow and everything in between.  I think people need to hear and understand that events are taking place safely and effectively with modifications.   Offering a virtual component for those not ready to travel has been a huge success for some of my and my colleague's clients who are still hosting the in person events.  Many are seeing increased engagement by offering in person and virtual.

    ------------------------------
    Katie Yearby
    Prestige | Global Meeting Source
    ------------------------------



  • 30.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:50
    No replies, thread closed.
    Hello Judy, 

    The majority of group attendees checking into the hotel are very happy to be traveling again!  Of course I'm in Tampa, Florida on a beach with incredible weather that certainly helps.

    ------------------------------
    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
    ------------------------------



  • 31.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:52
    No replies, thread closed.

     

    Hi Judy,

     We actually hosted a meeting back in July/August here in Fort Worth, and we worked closely with the Convention Center and our Hotel Partners to ensure that all safety measures were taken, adding hand sanitizer stations, 6-ft. markers on the floor, spaced seating, and more. Our restaurants offered outside seating where possible, grab-and-go lunches and we received great feedback from the attendees.

     

    Andrea



    ------------------------------
    Andrea Timbes
    CRM Administrator & Lead Catcher
    Visit Fort Worth
    ------------------------------



  • 32.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:41
    No replies, thread closed.
    Hey there experts, 

    Do planners expect to see COVID-19 precautions being taken in venues for the future after a vaccine as well as an updated normal standard?

    ------------------------------
    Ashley Peacock, CVP
    Senior Event Services Manager at Cox Business Center - SMG Tulsa
    Cox Business Convention Center an ASM Global Managed Facility
    ------------------------------



  • 33.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Posted 10-29-2020 11:59
    No replies, thread closed.
    Hello Ashley, 

    I think that all industries have learned so much this year with regards to safety measures in cleanliness.  I believe that any new/updated cleanliness standards are here to stay!  As for PPE for service staff and distancing I think the industry will follow CDC and state/local guidance.

    ------------------------------
    Colleen Beck
    Director of Sales & Marketing
    The Westin Tampa Bay
    ------------------------------



  • 34.  RE: Cvent Ask the Expert: Safer In-Person Events for Planners and Venues

    Cvent Staff
    Posted 10-29-2020 12:04
    No replies, thread closed.

    Thank you to our Community members for your thoughtful questions and contributions, and of course thank you to our wonderful experts for your great perspective on our industry and the future of events!

    We will be closing this thread, however if you want to continue the conversation be sure to post a new discussion in the Open Forum, and get in on the action through one of our weekly posts or polls. Search #HuddleoftheWeek or #CventTip for more industry discussions, and check out the Open Forum every Wednesday for a new polling question. #VoiceIt



    ------------------------------
    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
    ------------------------------